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.

Records Office

ENROLLMENT VERIFICATION INSTRUCTIONS

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.

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 and a Request for Non-Disclosure of Directory Information form are available on our website. The submission of these forms will require a virtual meeting. Please contact the Records Office at qvrecords@qvcc.edu to schedule a meeting.

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

Records Office Forms

**Forms MUST be submitted to the Records Office (qvrecords@qvcc.edu) via your student email account. Forms submitted from personal email accounts will not be processed. Click here for instructions on how to access your student email account.**

Grading, Notation, and Academic Engagement Policy

Beginning in fall 2020, CSCU’s Academic Engagement Policy requires colleges to formally drop students who do NOT begin participation in each class by a certain date each term.

The fall 2020 deadline to demonstrate active participation for 15-week classes is Monday, September 14th. It is critical for you to demonstrate active participation for each class from the very beginning!

Academic engagement may include:

  • Attending a class where there is an opportunity for direct interaction between you and the instructor
  • Submitting an assignment or taking a quiz/exam
  • Engaging in an interactive tutorial or computer-assisted instruction
  • Taking part in a study group assigned by the instructor or College tutor
  • Participating in an online discussion about the course material
  • Initiating contact with your instructor to ask about the academic subject studied in the course

Academic engagement does NOT include:

  • Logging into an online course without active participation
  • Participating in academic advising or counseling
  • Engaging in clubs and other student activities not directly related to coursework

Faculty will take note of students that have not met the requirements for academic engagement. On Wednesday, September 16th, the Registrar’s Office will drop students from courses in which they have not clearly demonstrated academic engagement as previously defined.

Questions about this policy may be directed to your instructor or to the Registrar’s Office. For additional info, click here.


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 to Records Office at QVRecords@qvcc.edu by the dates listed below:

FallNovember 1st
SpringApril 1st
SummerJuly 1st


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.

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
  • October 15
    Spring semester or Winter session

Assistance with registration and other resources can be found on our Advising Resources page.

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, Please contact the Records Office at qvrecords@qvcc.edu.


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 Dates – 

Fall Semester or Summer Session – April 1
Spring Semester or Winter Session – November 1

Assistance with registration and other resources can be found on our Advising Resources page.

Due to COVID-19, you can set up a “virtual” appointment with an academic advisor to schedule your classes.

Registration instructions to register for courses in myCommNet

Tutorial: Request Transcript (Current and Recent QVCC Students)

If you need your Quinebaug Valley College transcript, you’re in the right place. There are two (2) easy ways to obtain your QVCC transcript from the Records Office – either electronically or in paper format.

eTranscripts (electronic) and Paper Transcript Requests

eTranscripts and Paper Transcripts are available through Parchment. Transcripts can be sent to other educational institutions, potential employers or any other appropriate entities. eTranscripts are processed within 24 hours of receipt of the request. Paper transcripts are processed and mailed within 7 to 10 business days.

Current and Recent QVCC Students: You can submit an official transcript request in myCommNet if you are a current or recent QVCC student and have your NetID and password. Simply follow these instructions:

  • Login to myCommNet.
  • Click – Banner for Student & Faculty Self-Service (or click on the graduation cap icon in the top right corner.)
  • Click – Student Records Button.
  • Click – Transcripts then click Request Official Transcript.
  • Click – Access the Transcript Ordering Site.
  • If you have forgotten your NetID and/or password, use the online self-help tools to obtain it or to reset your password.

Former QVCC Students (click here): If you have been away from QVCC for more than two years no longer have access to myCommNet, you can request an official eTranscript or Paper Transcript through Parchment. Please make sure your last name, first name, date of birth and last four digits of your Social Security number are entered correctly to ensure timely processing of your request. Your NetID is not required.

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 and then follow the prompted steps to request your transcript.

Other Important Information

  • There are no fees for official or unofficial transcripts.
  • If you need an official transcript mailed to you, DO NOT open it when it arrives as opened transcripts are no longer considered an official document.


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

Email: qvrecords@qvcc.edu    Phone: 860.932.4010     Fax: 860.932.4302
Advising/Prerequisite Assistance: advising@qvcc.edu

Student Record Retention

Student files are maintained only for matriculated students and may contain: advance placement letters, applications for admissions, miscellaneous correspondence, immunization records, placement test scores, official high school transcripts, official college transcripts, change of grade forms, change of status forms, course substitution forms, credit by exam forms and name/address change forms. Matriculated students who graduate will also have a graduation application and a degree evaluation in their file. Matriculated student files will be maintained by QVCC for a period of 5 years from the date of graduation or the last date of attendance. Beyond 5 years, the matriculated student file and its contents will be destroyed.
 Academic history for all students (credit courses taken and grades) will be maintained for the life of the college.